Import Data in Apps that have Adv Workflow Enabled
The findings management module has Adv Workflow enabled. How do we import data that overrides adv workflow phases/stages for the historical findings data that has been worked on and in completed stage? For some reason, whenever I upload data, it only gets uploaded in 'Draft' status, regardless of the status in the uploaded file. Because of this, the business users will have to re-do their findings Archer phase by phase. How do we overcome this situation?
I am using Archer version 6.2
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KJ - I'm not certain on this (as I've not tried it out yet), but have you tried to inactivate your Advanced Workflow, import the data, then reactivate the Advanced Workflow? I would think logically this would work, also look to see how you all configured your Advanced Workflow, if I remember correctly, if you kept it close to Out of the Box, you should have a Status field that would be "Closed", so you might want to make sure it's going to that stage... also, I would look into upgrading your Archer version... there's a lot of cool features in 6.4 that just came out, and a lot of fixes, especially with Mail Merges.
Something else to try - change it from Auto Enrollment to User Enrollment - that would stop Advanced Workflow from enrolling your records you are importing, and then try. Also, please try this in a Dev environment to make sure it works before trying it in Production with a subset of records first.
Currently, it seems advanced workflow is user initiated.
So, importing data that "should" move it through the workflow, won't be an actual button click.
Couple ideas to vote up -
There may be more ideas that's a bit more specific to this issue.
Hey Sanjay, good to see your message.
I tried uploading after inactivating the Adv Workflow. The 'closed' issues get uploaded correctly. However, the issues that are not 'closed' do not. The issue record status is updated to say for ex- Mitigation but, the adv workflow phase is still in the initiate phase. We can only advance thru the workflow by pushing it manually. Because of this the 'actual' submission dates (which are calc fields) mess up.
We are planning to upgrade the version to 6.4 soon. Heard about some cool features. Thanks!
Maybe try to add another evaluate option that checks if all the values you are importing.
If it meets that criteria, then END.
May have to have another button to "push" it through workflow. But, then at least it's 1 button click rather than having to go through all the buttons again.
Currently, in the settings we have "Allow Re-Enrollment" and in the 'Content Enrollment' section, "New Records" and "Updated Records" boxes are checked. I unchecked the "New Records" box, checked the "User Initiated" checkbox and uploaded couple of issues, one in closed status and the other one in mitigation. The data is uploaded correctly, however the workflow did not enroll the records. Is there anything else I should be doing?
One idea is to make a few updates to the Advanced Workflow by adding an Evaluate Content node right at the beginning. Use this node to evaluate the "status" of the record. Based on the status value, create transitions directly to the stage you want the record to jump to. If you want them all to be final, transition to the last stage in the workflow where the final status is set using an update content node. This design of using an evaluate content node first is the only way I'm aware of to have record bypass the normal user actions of pushing a record to a certain stage. The record in advanced workflow still has to follow the flow, you're just allowing it to jump over certain user action stages by directing it to what would be a later stage in workflow based on the status value. I would even recommend you configure all new advanced workflows this way, so you can allow for easier changes to to the workflow in the future and not have manually push records through to get them into the new workflow and into the desired status.
Trudeau's right. If you want to get your records to a certain stage, at the beginning you need to use an Evaluate Content Node and then have it Evaluate say, a Data Import Override Field and if it contains X, it will bypass and move to Node X, if it contains Y, it will bypass and move to Node Y, if it contains Z, it will bypass and move to Node Z.
With User Initiated checked, it won't auto-enroll. That would be a manual process I would think, and I am not certain that a data import would count for a User Initiated enrollment.